FALSC UPDATE

From the Executive Director, Elijah Scott
 

February 2019

Elijah Scott

A Spring in Full Swing!

February may be the shortest month of the year, but we seem to be able to pack it full of activity!  We’re right around the corner from the second FLVC OER Summit, which will be held February 27 - 28, in Orlando, FL. This year’s OER Summit is designed to enable attendees to learn how to identify, modify, and design OER. We are honored, this year, to have three exceptional guest speakers: Nicole Allen, Director of Open Education at SPARC; Una Daly, Director of the Community College Consortium for Open Educational Resources (CCCOER); and Ethan Senack, Policy and Outreach Manager for Creative Commons USA. Complete information, including registration information, for the OER Summit is available at https://www.flvc.org/oersummit. Last year’s FLVC OER Summit, which was intended to be an introduction to OER and how they can support and enhance student success, was extraordinarily well received. Additional information about last year’s OER Summit, including videos of speakers, slide decks, and more, can be found at https://www.flvc.org/oersummit-february-2018.

As I mentioned in last month’s update, the procurement process for the Next Generation Integrated Library System is moving forward. An Evaluation Team and a Review Team have been formed, and we’re now waiting on proposals from vendors, which are due to the University of West Florida Procurement Office by 4:00pm CT, March 1, 2019.  We have created a LibGuide with information about the process. As the procurement process moves forward, more information will be added to this LibGuide.  As a part of the formal procurement procedure, it’s important to remember that during the procurement process, library staff should not discuss the process with any prospective vendors. All communications related to the ILS ITN should go through Angie Jones in the UWF Procurement Office.

While these two items are highlights of our activities at FALSC this month, I hope you’ll browse through the rest of this issue of the Update to stay aware of the many activities that are happening in our organization. February may be the shortest month, but we’re packing it with activity to provide the best possible information resources and services to the students, faculty, and staff of each of the institutions we serve.

– ELIJAH SCOTT, Executive Director, Florida Academic Library Services Cooperative

 

Governance and Advisory Processes

MCLS Quarterly Meeting, March 7-8, 2019

The next MCLS Quarterly Meeting will be March 7 - 8, 2019, at SPC - Tarpon Springs Campus. Please visit the FALSC website for registration information. Agenda to come.

The Executive Committee of the MCLS will meet again on February 19.

To download materials from past MCLS and Executive Committee meetings, go to FALSC.org.

 

Library Support & Training

OpenAthens Exploration

FLVC is pleased to announce that we will be able to fund OpenAthens as a SSO solution for e-Resources authentication for our members on an opt-in basis. We are continuing arrange preliminary informational sessions with EBSCO and OpenAthens to ask questions and address concerns before asking our members if they intend to opt in. We are currently arranging a session that will include the implementation team from GALILEO to get a more detailed look at their implementation process.

 

Spring Regional Meetings

Registration is now open for the FLVC Spring Regional Symposia that will take place at five locations around the state in April/Early May. A Registration link and other meeting information is available on the LibGuide. A fee of $15 plus tax will be assessed after registration to cover lunch. The LibGuide will be continually updated as location details and presentation agendas take shape. Please use the form on the LibGuide if you wish to do a presentation or have a request for a FALSC presentation.

 

Integrated Library Services

Mango

FALSC is resuming Mango open office hours every other Thursday from 11:00 A.M. – 12:00 P.M. ET. The meetings are held in Webex with both the link and dates listed on the Mango LibGuides page. The purpose of the office hours is to give library staff an opportunity to ask questions about Mango or linking to articles using EBSCO’s EDS API and Full Text Finder link resolver. If attendees don’t have questions, we’ll cover questions from Help Desk cases along with their resolution. 

Later this month we will be sending a survey link to gather your feedback on the Mango Discovery Tool. The survey will be part of the Mango Feasibility Study to determine what should be done if FLVC redesigned functionality and the look and feel of the Discovery Interface. We will be gathering input from various stakeholders across the state and plan to have a report completed by the end of June 2019.

This quarter we will be working on a number of UBorrow Enhancements. The requests come from the Resource Sharing Standing Committee, Help Desk cases, comments from Mango webinars and ideas generated by FLVC/FALSC staff. Stay tuned next month for details on the enhancements. A description of the new features will be posted on our FALSC website. Also note that we distributed the Biannual Lost UBorrow Report on January 31 for all to view.

Last quarter’s Mango Enhancements are in production. Four of the enhancements were submitted by the User Interfaces Standing Committee (UISC) and one was submitted by FLVC. For more details of the new features, see the 2018 Mango Enhancements on the LibGuide. Enhancements to Mango will be released on a quarterly basis. The next set of enhancements will be released at the end of March 2019.

 

ITN Released for Next Generation ILS

The ITN (Invitation to Negotiate) for the Next Generation ILS was released for competitive solicitation on December 22. The posting for the ITN is available on the University of West Florida Procurement website. All responses to the ITN are due on March 1, 2019, at 2:00pm CT. The release of the ITN officially kicks off the procurement process for the Next Generation Integrated Library System for our colleges and universities. The first week of April there will be virtual vendor demonstrations viewable by all library staff. After the demos, a survey will be sent to gather your feedback. At the beginning of May, the Evaluation Team will make a recommendation of one or more vendors to negotiate. Depending on how long negotiations take place, we should have a contract for the new system during the summer of 2019. You can find more publicly available information the Integrated Library System ITN LibGuide.

The release of the ITN also means that all library faculty and staff should refrain from discussing the process with any prospective vendor. Also, please note that it’s perfectly acceptable for staff to communicate with vendors about products other than the ILS.  The communication restriction applies only to any questions or information related to ILS products.

 

IPEDS

On November 28 the IPEDS packets were emailed to MCLS representative and the institutional reports coordinator for the 28 colleges. In order to facilitate communication to all FCS institutions regarding the survey, FALSC has established a new listserv. The list will be used to send reminders of dates regarding the survey; information for specific schools will be emailed to those schools directly.

The definitions for determining how items are included come from The IPEDS Survey Material Instructions. The survey is open for institution submission and review from December 12, 2018 to March 15, 2019.

 

Aleph Upgrade to Version 23

The Aleph upgrade to v. 23 was completed over the winter break. As of the morning of December 27th, we were live in production on the new version. On January 11th, The Arrow Reports Service and access to the Data Warehouse tables for SQL queries became available. In addition, the Aleph Report Clients went live for the universities.

As a reminder, PROD, TEST and REPT clients are available for download on the Aleph v.23 Clients web page and the Aleph v. 23 Upgrade: New Features and Functionality LibGuide. You will need a valid Aleph username and password to download the executable file. For Version 23 documentation and functionality workflow videos, go to the LibGuide, Aleph v.23: Features and Functionality. FALSC hosted two webinars on “Aleph version 23: New Features”, which covered the highlights of the new features in all modules. The recordings of the repeated webinar can be found on the Aleph v.23 Upgrade LibGuide.

The ILS unit hosted Open Office Hours, Jan 2, to provide quick response to any V.23 upgrade related questions.

 

EZProxy Logs for Assessment

FLVC is now offering delivery of EZProxy authentication logs for use in library assessment projects.  Details on the service and how to request your logs can be found on the LibGuide.

 

Centralized Data Loads, Extracts, and Reports

Monthly reports for FCS for January were released.

Quarterly Vender Statistics reports for FCS for 2nd quarter were released.

Ad hoc reports for various institutions were prepared on:

  • Custom reports for several schools for circulation-related data
  • Update report forms to include additional information
  • Report of all items in a specific sublibrary and collection (several requests)
  • Report of all items added during FY with call number information to assist with shelving plans
  • Report of all items added in the past three years
  • Report of usage in reserve collection for last semester
  • Report of items on suppressed records; and report of items NOT on suppressed records.

Recent data loading projects include:

  • EBSCO HLM monthly MARC uypdates for January
  • Establishing workflow to add another university to EBSCO HLM
  • Added new PDA plan and workflow for Kanopy
  • Rittenhouse PDA updates
  • January GPO MARCIVE
  • Credo e-Resources updates
  • Gale LItary Criticism e-Resources updates
  • Kanopy e-Resources updates
  • FMG e-Resources updates

Finally, we have been contacting the SUS Library Bursar Account contacts to prepare to move cash export files to the new FTP server.

 

Other Library Projects & Services

E-Resources

FALSC is in the process of finalizing new contracts with ProQuest and De Gryuter. The contract with Elsevier is finally fully executed. Purchase requisitions are being submitted and payment of invoices will continue for the next several weeks.

The CMESC will work on evaluating the statewide collection and make recommendations for 2020 in the upcoming months. Instead of waiting until July 2019, FALSC will begin obtaining price quotes from vendors this month. Please note this could take a few months as all vendors may not have pricing available in early 2019. FALSC is also working with CMESC in providing meaningful analyses of usage data to assess the statewide collection. The E-Resources Unit is currently collaborating with some staff in the Library Support and Training Unit in analyzing usage data.

 

Group Licensing

The FALSC group licensing process almost complete. We are negotiating a few new agreements and amendments, and we are processing invoices for each institution who submitted their letter of intent. We received assurance from our vendors that there will be no disruptions in service.

 

FALSC/SUS Negotiation Team Partnership

The contract negotiation teams are still working on agreements for Cambridge Online Journals, Wiley Online Journals, and Clarivate Web of Science. While there was an unanticipated delay with the Clarivate Web of Science agreement, the team expects the contract will be fully executed very soon. We have been assured access will remain available while these contracts are in negotiation.

 

Digital Services an OER Unit

OTN Train the Trainers

This month we will bring OER leadership across the state together to train on delivering the Open Textbook Network (OTN) Faculty Workshop. We hope that if you are unable to attend this month’s workshops that you consider applying in the summer.

 

Archon for ArchiveSpace Migration

A LibGuide with information about the migration project is available online. This LibGuide includes a table showing the old Archon URLs, and the new ArchiveSpace URLs for each institution. Please update incoming links in any research guides or LibGuides you maintain, and on your library websites.

Please be aware that the Archon server will be permanently taken down after March 29, 2019. All data from FALSC hosted Archon sites will be permanently unavailable after that point.

 

ETD Services

As a reminder: ETDs are no longer being archived into the Florida Digital Archive. FALSC recommends that institutions keep a local copy of their ETDs


Florida Digital Archive

We are beginning the process of exporting FDA archived materials and returning them to contributing affiliates.  We’re finishing the process of deleting any materials that affiliates do not want exported or returned to them, prior to running the exports.  After export we need confirmation from affiliates that they received expected content and can process exported materials, then we will begin the final withdrawal/deletion of all archived materials from the FDA’s long-term preservation repository, DAITSS.

 

Islandora

Work is proceeding on a project to improve FL-Islandora responsiveness and record loading performance.  While most of the work is taking place as technical changes on the back end, there will be some changes to the FL-Islandora user interface, such as allowing users to quickly upload book and newspaper pages, and batches of videos by utilizing our existing Offline Batch Ingest server for batch processing.

 

Florida OJ

The Florida Online Journals platform is powered by Open Journal Systems (OJS) software.  The current site is in OJS version 2. FALSC is now completing an upgrade to version 3.  All current users of Florida OJ should have been contacted in February regarding the upgrade to the OJS 3 software. If you have not been contacted or would like more information on this upgrade, please reach out to help@flvc.org and include "Florida OJ" or "Florida Online Journals" in the subject line.

 

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